Receptionist / Timekeeper (Office Assistant 3)
Receptionist / Timekeeper (Office Assistant 3)
- Description
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Keeping Washington Clean and Evergreen
Protecting Washington State’s environment for current and future generations is what we do every day at Ecology. We have a culture that is invested in making a difference. If you want to join a team that is highly effective, collaborative, has leadership that embraces the value of people, Ecology is a good fit.The Nuclear Waste Program (NWP) is looking to fill a Receptionist/Timekeeper (Office Assistant 3) position. The position will be located in our Richland Field Office (RFO) in Richland, WA.
The Receptionist/Timekeeper position supports the NWP mission through the performance of professional administrative support services for the Richland Office by maintaining the reception desk, welcoming and greeting visitors into the office and directing them to the appropriate conference rooms, answering the main phone line, and distributing the mail.
We are looking for applicants who are organized and detail oriented, are professional and personable, enjoy being a part of a team and are focused on providing excellent customer service.
As an agency, our mission is to protect, preserve and enhance Washington’s environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability. Maybe you’ve seen some of our recent stories on Twitter,Facebook, Instagram or our blog.
To learn more about our agency, please visit our website at www.ecy.wa.gov.
Local efforts… Diverse people… Statewide impacts
- Duties
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The Nuclear Waste Program’s (NWP) mission is to lead the effective and efficient cleanup of the U.S. Department of Energy’s Hanford Site, to ensure sound management of mixed hazardous wastes in Washington, and protect the state’s air, water, and land at and adjacent to the Hanford site.Some of the key work activities of the Receptionist/Timekeeper position are:
Provides receptionist and administrative support to the Richland Office:
- Ensures the front desk is staffed Monday through Friday, 8:00am to 5:00pm.
- Receives visitors into the office and issues visitor security badges.
- Answers incoming calls on the main reception multi-line phone system and responds to the inquiry directly or refers to the appropriate staff.
- Assists staff with questions about agency, program, and office policies and procedures.
- Assists staff in finding information and forms.
- Assists in scheduling meetings and notifying attendees using MS Outlook. Schedules conference rooms using Event Management Systems. Prints out conference room schedules daily and places them in the conference room placards.
- Receives, sorts and distributes all incoming mail and prepares all outgoing mail, to include Federal Express and certified letters. Operates and maintains the postage scale and meter.
- Acts as the backup for the Records Information Management Coordinator and enters incoming and outgoing document information into the NWP Correspondence Database, as needed.
- Is responsible for updating and maintaining Front Desk Manual.
Serves as the primary Time Accounting Coordinator for the Richland Office:
- Performs time accounting functions for the NWP. Runs reports at the end of timesheet periods to verify that all staff have entered their timesheets. Notifies managers of any staff that have not submitted timesheets.
- Maintains the integrity of the data and compiles necessary reports for management pertaining to staff hours, com/exchange time balances, and month end processing.
Serves as the Event Planning Coordinator for the Richland Office:
- Serves as the point of contact for all large events and workshops hosted by the Richland staff.
- Uses the Event Planning system to coordinate event details with host and necessary staff to ensure all tasks are completed.
Is the primary backup to the Fleet Coordinator:
- Assists staff with checking out state vehicles.
- Inputs mileage data into the DES system at end of month.
- Takes vehicles to be serviced.
This recruitment will remain open until filled. The initial screening will be September 11, 2017. In order to be considered for the initial screening, please submit an application on or before September 10, 2017. The agency reserves the right to make an appointment any time after the initial screening date.
- Qualifications
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Required Qualifications:
Position requires a high school graduation or equivalent and two (2) years of clerical experience.
Desired Qualifications:
- Able to format and edit documents to meet Ecology’s formatting, grammar, punctuation, and “Plain Talk” standards.
- One (1) year of experience working in an office providing receptionist duties to multiple staff.
Special Requirements/Conditions of Employment:
- Must possess skills in the use of office equipment (e.g. personal computer, copier, fax machine).
- Must be proficient in Microsoft Outlook and Word.
- Supplemental Information
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Application Instructions:In order to be considered, applicants MUST attach the following documents as an attachment to their application:
- A cover letter describing how your experience, skills and abilities meet the required/desired qualifications of this position.
- A resume outlining your professional clerical and customer service experience.
Please complete the applicant profile when applying for this position; or, you may paste the text of your resume within the profile’s resume text field.Please read the supplemental questions carefully and answer completely. Incomplete responses, including “please see resume”, may disqualify you from further consideration.
Department of Ecology employees, please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources at (360) 407-6186.
If you are reading this announcement in print format, please visit www.careers.wa.gov to access the online recruitment system. Click on “Look for Jobs” and select Dept. of Ecology under the “Department” search list. Click “Apply Search.”
Other Information:
If you need assistance applying for this job, please call Human Resources at (360) 407-6186 or e-mail careers@ecy.wa.gov. Please do not call this number or send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile’s main page.If you have specific questions about the position, please email Christy Caldwell at: Christy.caldwell@ecy.wa.gov. Please do not contact Christy to inquire about the status of your application.
The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed.
This position is included in the Washington Federation of State Employees (WFSE) union bargaining unit for the Department of Ecology. All employees covered by the collective bargaining agreement (CBA) with the WFSE will, as a condition of employment, either become members of the WFSE and pay membership dues or, as non-members, pay a representation fee as described in the CBA, no later than the 30th day following the effective date of this CBA or the beginning of their employment.
The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
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More than Just a Paycheck!Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career and that your priority is making sure that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work. Check with the agency human resource office for specific benefit information.Insurance BenefitsEmployees and families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.Retirement and Deferred CompensationState Employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems‘ web site.Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Vacation (Annual Leave)You begin accruing vacation starting your first month of employment. Since we value your loyalty, the amount of vacation you can accrue increases the longer you work with us. Washington State supports members of the armed forces with 21 days paid military leave per year. Vacation accrues for full-time employees per WAC 357-31-165.Holidays
Full-time employees are entitled to eleven* paid holidays:HOLIDAYDATENew Year’s DayJanuary 1Martin Luther King, Jr’s birthdayThird Monday in JanuaryPresidents’ DayThird Monday in FebruaryMemorial DayLast Monday in MayIndependence DayJuly 4Labor DayFirst Monday in SeptemberVeterans’ DayNovember 11Thanksgiving DayFourth Thursday in November & Friday afterChristmas DayDecember 25Personal HolidayEmployee’s selection each calendar year*Employees who are members of certain Unions are entitled to an additional personal leave day of their choice. Please refer to specific Collective Bargaining Agreements for more information.
Social SecurityAll state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.Sick LeaveFull-time employees earn eight hours of sick leave per month. Paid sick leave may be used for reasons included in WAC 357-31-130.Please visit the State HR Website for more detailed information.
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01How did you hear about this job posting?
- Community Based Organization
- Community / Technical College
- Ecology Employee
- Ecology Recruiter
- Ecology Jobs Page
- Job Board
- Job Fair
- Other State Agency
- Other Website
- Professional Association
- University Job Board
- WorkSource
- www.careers.wa.gov
02If you selected Community Based Organization, Community / Technical College, Job Board, Job Fair, Other State Agency, Other Website, Professional Association, or University Job Board then please share which one.03Do you have a high school diploma or equivalent?- Yes
- No
04Do you have at least two (2) years of clerical experience?- Yes
- No
05Please describe your work in an office setting that includes your 1) experience using a digital phone system in an office setting 2) adjusting to changing priorities and 3) your experience providing excellent customer service in an office setting. List your position title(s), periods of employment. (do not list “see resume”).06Are you able to work Monday through Friday, 8:00 a.m. to 5:00 p.m.?- Yes
- No
07Which one of the following best describes your proficiency level with Microsoft Word? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels.)- I do not have enough skills to meet the definition of the Basic level below
- BASIC: Create, save, preview and print a basic document; edit selected text; change font appearance; highlight text; format paragraphs with tabs, borders, shading and styles; page setup, use auto correct
- INTERMEDIATE: Insert graphic objects and visual effects to a document; add tables to a document or convert tables to text; add watermarks, borders, headers and footers; use the word look up (thesaurus, dictionary); customize tables and charts; modify pictures in document; create customized graphic elements; use templates; Insert content using quick parts; control text flow; perform mail merge function; insert cover pages and table of contents; track changes and comments; add hyperlinks;
- ADVANCED: uses macros for tasks; insert bookmarks, footnotes and endnotes; cross-references and citations; link documents to excel worksheets; send document to PowerPoint; merge documents; redaction function; hide text; add digital signature, restrict access and use passwords; create, protect and automate forms
08Which one of the following best describes your proficiency level with Microsoft Outlook? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels.)- I do not have enough skills to meet the definition of the Basic level below.
- BASIC: Compose email messages; send and respond to messages; organize email into folders; create contact information; schedule appointments; schedule meetings, manage tasks and notes
- INTERMEDIATE: Set calendar options; sort, find and filter messages; create distribution lists; share and delegate folder access; customize toolbar, menu bar, quick access tool bar and the To-Do bar; customize message options; assign, reply and track tasks; create public folders and send and post information
- ADVANCED: Personalize with stationary and themes; create signatures; configure email security settings; group items and create search folders; apply conditional formatting; manage data files; create mail merge using contacts; archive messages
09How many years of customer service experience (as first point of contact meeting and greeting customers) in an office setting do you have?- At least 2 years
- 3 – 4 years
- At least 5 years
- None of the above statements apply.
10Please select the type of work experience you have from the list below (select all that apply):- Answering multiple phone lines and greeting visitors.
- Writing, editing and proofreading emails and professional correspondence.
- Creating and/or maintaining hardcopy or electronic filing systems.
- Scheduling meetings and conference rooms.
- Distributing and organizing mail.
- Directing and assisting customers/staff with the use of resource materials and equipment.
- Conducting research using internet tools to pull information for customers and staff?
11Do you have any payroll/time accounting experience? If yes, please describe that experience.Required Question
- Agency
- State of Washington
- Address
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View Job Posting for Agency Information
View Job Posting for Location, Washington, 98504.
- Phone
- View Posting for Agency Contact
- Website
- http://www.careers.wa.gov